Employee Offboarding Workflow

Overview

When an employee leaves, there are a dozen manual tasks that need to happen: suspending their Google account, notifying IT and payroll, collecting equipment, and more. This workflow handles it all automatically the moment an offboarding form is submitted.

What it does

• Triggers automatically when a Google Form is submitted
• Sends notifications to IT, payroll, manager, and the employee
• Suspends the employee's Google Workspace account on their last day
• Logs every offboarding to a Google Sheet for your records
• Sends an error alert if any step fails so nothing falls through the cracks

Prerequisites

• A Google Workspace account with admin access
• An n8n instance (self-hosted or cloud)

Pricing

$79 one-time payment, lifetime access. After purchasing on Gumroad, come back here and open Configure to enter your license key and download the workflow files.

What is included

• Production-ready n8n workflow (import and run)
• Google Apps Script (connects Google Forms to n8n securely)
• HMAC-SHA256 webhook authentication
• Automatic retry logic for failed requests
• Error logging to a Google Sheets tab
• Configuration tool (no JSON editing required)
• Step-by-step setup guide

How to set it up

Setup takes 30-50 minutes. Here's what's involved:

1. 1 Copy the Google Form and Google Sheet

   Visit tl-hr.com and enter your license key to access the configurator. Download your pre-configured workflow and copy the Google Form and Google Sheet templates provided.

   Important: copying does not carry over the connection between the form and sheet. You will need to reconnect them in Google Forms (Responses tab → Link to Sheets → Select the copied sheet).
2. 2 Set up your Google Cloud Project

   Create a Google Cloud Project and enable the Gmail API, Google Sheets API, and Admin SDK API. Google provides official documentation for this step.

3. 3 Unenforce organization policies for service account setup

   Before creating your service account key, you must temporarily unenforce three Google Cloud organization policies that block service account and key creation. Go to console.cloud.google.com, search for Organization Policies, and for each of the policies below, click Override parent's policy, set to Not enforced, and save.

   The console only shows 50 policies at a time by default. Scroll past the first 50 or search by name to find each policy. iam.managed.disableServiceAccountCreation iam.disableServiceAccountKeyCreation iam.managed.disableServiceAccountKeyCreation
4. 4 Create a Service Account and enable Domain-wide Delegation

   Create a Service Account in Google Cloud, enable Domain-wide Delegation so the workflow can automatically suspend Google accounts on an employee's last day, and create a JSON key for the service account.

   Domain-wide Delegation can take up to 30 minutes to propagate after being enabled.
5. 5 Import and secure your service account key

   Open n8n and import the JSON key immediately (covered in the Connect Credentials section below). Delete the JSON file from your Downloads folder after importing. If you need to keep a backup, store it somewhere secure: not your Desktop, not email, and not a shared drive.

6. 6 Connect your credentials in n8n

   Add three credentials to your n8n instance: Gmail OAuth2, Google Sheets OAuth2, and the Google Service Account. Our setup guides walk you through each one step by step.

7. 7 Re-enforce organization policies

   Once your service account credential is confirmed working in n8n, re-enforce the three org policies to secure your Google Workspace. Go to console.cloud.google.com, search for Organization Policies, and for each policy below, select Override parent's policy, set to Enforced, and save.

   iam.managed.disableServiceAccountCreation iam.disableServiceAccountKeyCreation iam.managed.disableServiceAccountKeyCreation This ensures your organization is protected against unauthorized service account and key creation going forward.
8. 8 Configure and download your workflow

   Enter your company details, Google Sheet ID, and credential IDs into the configurator. Download your pre-configured workflow JSON and Apps Script files.

9. 9 Import into n8n and add the Apps Script

   Import the workflow JSON into n8n and paste the Apps Script into your Google Form's script editor. Run the setup() function once to register the form trigger.

10. 10 Test the workflow

    Submit a test offboarding form and confirm all four notification emails send correctly and the exit record appears in your Google Sheet.

For the full walkthrough, see the setup guide.